Section 1075.600  Institutional Requirements

a)         Waiver Approvals and Allocations

1)         Each public university shall adopt written policies that specify the institutional processes for authorizing specific tuition and fee waiver programs and the purposes of such programs, establishing waiver budget and expenditure levels, and allocating waivers to waiver programs.

2)         Each public university shall adopt an official list of waiver programs in which the university has chosen to participate. Allowable waiver programs include only those in accordance with Section 1075.500. The list of waiver programs offered by the university may be amended at the university's discretion and must be available to students, upon request. All waiver programs added to the university's list of available waiver programs also must be listed in the Standard Tuition and Fee Waiver Chart of Accounts. The university's list, and all amendments to the list, must be provided to the Board. 

3)         Each public university shall develop written procedures to assure that the total amount of budgeted tuition and fee waivers and the amount of expended tuition and fee waivers, by type, academic or administrative unit, and instructional level, are fully disclosed to the university board of trustees.

            b)         Waiver Applications

1)         Each public university shall adopt written procedures concerning waiver applications. Public universities may have separate waiver applications for various waiver programs. 

2)         Each public university shall adopt and publish eligibility criteria for each waiver program in which it participates. 

3)         Waiver applications shall collect the information needed to determine whether a student meets the published eligibility criteria.

c)         Student Eligibility and Selection

1)         Each public university shall adopt written procedures to assure that waivers are granted only to students eligible for the waivers. The written procedures must include the criteria and processes for selecting waiver recipients when the number of eligible students applying for waivers exceeds the amount of available waivers.

2)         Each department or unit granting waivers must have a clear description of the processes used to assign waivers, criteria used to award waivers (beyond the threshold criteria), and identification of persons who participate in the selection of individual waivers. Written documentation shall be maintained on why individuals were selected to receive waivers, as well as why applicants were not selected to receive waivers. 

d)         Waiver Agreements

1)         Each public university shall adopt written procedures that provide the requirements for waiver agreements between students and the university.

2)         Each student selected to receive a waiver for which the student is required to perform service must sign an agreement at the time of appointment with the university that delineates and determines the conditions of that service. 

3)         The agreement shall include the level of waiver support that the public university will provide to the student. 

e)         Records and Retention.  Each public university shall adopt written procedures for waiver records and records retention incorporating the following principles:

1)         Tuition and fee waiver records include, but are not limited to, written documentation for the university approved waiver listing, application cutoff dates, eligibility and selection criteria for each waiver program, awarded and rejected applications, selection records, award notifications, records of rejected applicants, and procedures for entering waiver data into the university accounting system.

2)         Tuition and fee waiver records shall be maintained for a minimum of five years. After five years, the university may dispose of the records, providing all audits have been completed under the direction of the Office of the Auditor General, if necessary, and no litigation is pending or anticipated.  Each university, at its discretion, may retain records for longer periods.

            f)         Monitoring Waiver Programs

1)         Each public university shall identify the administrative unit responsible for the overall monitoring of the university waiver program. The unit shall be responsible for assuring that procedures are in place to assure that waivers are awarded within the requirements of the State of Illinois, the policies of the Board, and the policies and procedures of the university board of trustees. 

2)         The designated administrative unit is responsible for assuring that the university adopts written policies and procedures and assuring implementation of appropriate methods of counting and reporting the value and number of waivers.

3)         Each public university shall annually submit to the Board the university's policies and procedures for administering the university waiver program.  Board staff will review the policies and procedures and report to the Board the results of that review in its evaluation of waiver programs.

g)         University Internal Audits. It shall be the responsibility of each public university to assure that its tuition and fee waiver program is included in the university's internal audit plan and subject to periodic review by its internal audit staff.